If you’re using chatbots for B2B lead capture, you’ve probably heard two things: “Chatbots are the future!” and “GDPR fines will ruin you!” Reality is somewhere in the middle. If you want to use Manychat for collecting B2B leads—and not get burned by European privacy laws—read on. This guide is for marketers and sales folks who want results, not just compliance theater.
Why Bother With GDPR? (And Why Ignore the Hype)
GDPR isn’t just a checkbox or scary boogeyman—it’s a set of common-sense rules about personal data. If you’re dealing with people in the EU (or their data), you need to play by these rules. Still, there’s a lot of confusion and a ton of bad advice out there. Here’s the deal:
- GDPR applies to B2B. It doesn’t matter if your leads are business contacts. If you collect info that could identify them—like names, emails, or even LinkedIn profiles—you’re on the hook.
- Small companies aren’t immune. Regulators don’t only target giants. Fines are rare but not unheard of.
- Compliance isn’t rocket science. You don’t need a legal team, but you do need to be intentional.
Step 1: Map Out What Data You’re Collecting (and Why)
Before tweaking your chatbot, get clear on what data you’re grabbing. GDPR is all about minimizing what you collect and being honest about it.
What to do:
- List every data point your Manychat flow asks for—email, phone, job title, company, whatever.
- For each, ask: Do I really need this for lead follow-up? If not, drop it.
- Document your answers. If someone ever asks “Why do you need this?” you’ll have a real answer.
What to skip: - Don’t collect data because “marketing might want it later.” That’s lazy and gets you in trouble.
Pro tip: Less data = less risk. If your chatbot can start a sales conversation with just an email, stick with that.
Step 2: Build Flows That Actually Get Consent
GDPR’s big thing is “consent”—not the fine-print kind, but clear, unambiguous permission. Manychat makes this possible, but most default flows are not compliant.
How to do it right:
- Before collecting any personal info, tell users:
- What you’ll use their info for (e.g., “We’ll email you about our demo, not spam you”)
- Who’s collecting it (your company, not just “the bot”)
- That they can opt out anytime
- Give them a clear choice (buttons work best):
- “Yes, send me info”
- “No thanks”
Example:
“We’ll use your email to send you info about our B2B marketing platform. You can unsubscribe anytime. Is that cool?”
[Yes, send me info] [No thanks]
- Only move to the next step after they hit “Yes.”
- Store a record of that consent (Manychat does this automatically if you set it up right).
What to avoid: - Don’t pre-check boxes, or bury consent in your privacy policy. - Don’t make “giving consent” a requirement for using your bot for basic info.
Step 3: Show (Don’t Hide) Your Privacy Policy
It’s not enough to have a privacy policy—it needs to be one click away, before you ask for data.
What works:
- Add a short line with a link right before your consent question:
“Read our privacy policy for details.” - Make sure your privacy policy is readable. No legalese. If yours is a mess, fix it.
What doesn’t:
- Hiding the policy in your website footer.
- Linking to a 10-page PDF nobody will read.
Pro tip: If you update your privacy policy, update the link in your bot flows. Don’t assume “set it and forget it.”
Step 4: Give Users Control (Opt-Outs & Data Requests)
GDPR gives people rights over their data. You need to make it easy for them to:
- Opt out (unsubscribe)
- Ask what data you have
- Request deletion
How to set this up in Manychat:
- Always include an unsubscribe option (e.g., “Reply STOP to unsubscribe” or a button).
- Monitor for keywords like “delete,” “data,” “privacy”—route these to a human or set up automated replies with instructions.
- Set up a process for handling data requests. Usually, this means exporting their chat record and deleting it if asked.
What to ignore: - Don’t build a complicated self-service portal. Most B2B leads just want to unsubscribe or get a yes/no answer.
Watch out for:
- Facebook Messenger and WhatsApp have their own quirks—sometimes users can’t “unsubscribe” the way email works. Test your flows.
Step 5: Store Data Safely (and Know Where It Lives)
With GDPR, it’s not just what you collect—it’s how you store it. Manychat stores data on its servers, but you’re responsible for what happens next.
What you should do:
- Familiarize yourself with where Manychat’s servers are (they’re mostly in the US). If you’re in Europe, this matters.
- If you export data (to a CRM, spreadsheet, etc.), make sure those tools are GDPR-compliant too.
- Limit who on your team can access exported lead data.
What’s overrated: - Don’t stress about “data localization” unless you’re in a regulated industry (finance, health, etc.). - Don’t bother with encryption at rest unless you’re storing data outside trusted tools.
Pro tip: Set a regular reminder to delete old lead records you don’t need. Less data, less risk.
Step 6: Document Your Process (So You Don’t Panic Later)
If someone ever audits you (rare, but possible), or if a lead asks about their data, you need to show your homework. This does not mean a 30-page policy.
What actually helps:
- Take screenshots of your consent flows and privacy policy links.
- Keep a simple doc outlining:
- What data you collect
- How you get consent
- Where you store/export it
- How to handle opt-outs and data requests
What doesn’t matter: - Don’t write policies for the sake of it. Nobody cares about “GDPR readiness” certificates.
Pro tip: Once a year, walk through your flows as if you’re a user. If anything feels shady, fix it.
Common Pitfalls (And How to Dodge Them)
- Assuming B2B = No GDPR: The law cares about people, not just consumers.
- Forgetting about integrations: If you sync Manychat with other tools (Google Sheets, HubSpot), those count too.
- Overcomplicating things: You don’t need legalese or a team of lawyers. Clear, honest, and simple beats fancy.
- Ignoring updates: Privacy rules, platforms, and user expectations change. Review your flows every so often.
Summary: Keep It Simple, Honest, and Flexible
GDPR isn’t out to ruin your marketing—it just wants you to treat people’s data with respect. Use Manychat to have real conversations, not just harvest emails. Focus on:
- Collecting only what you need
- Getting clear, real consent
- Giving users control
- Keeping good records
If you keep things simple and review your setup now and then, you’ll be way ahead of most. Don’t let fear (or hype) slow you down—iterate as you go, and you’ll be in good shape.